Grants Management

For more information and forms use the Grants Management website

Starting Your Grant-Funded Project:

Award Checklist

Upon receiving notification that you are awarded funding, you are
authorized to conduct the program or project in accordance with
grantor regulations. You must also conduct the program or project in
accordance with CCSF policies and procedures. If you are not familiar
with either the grantor or CCSF policies and procedures, it is
recommended that you browse the Grants Resources website.

Listed below are the main steps to take to implement your project:

Announce award notification in the appropriate places by
submitting information required for Board Agenda item(s) (See
Obtaining Board Approval page). New procedures are now in place
for preparing and applying for external "Restricted"
funding (See Grant Approval & Preparation Process page).
Your Dean and Department Chair should be thoroughly informed
especially if your grant commits Unrestricted/General funds to
support funded activities or includes release time/instructional
funds. In most cases, a fund number can be assigned with award
notification, by directly contacting Business Services.

Complete a Post-Award Budget Form and Staffing Form. This form
should match your approved proposed budget and requires project
coordinator and Dean's signatures. These forms should be completed
in accordance with College District Expenditure Account Codes
and forwarded to the District Office with copy of grant documents,
guidelines, and work-plan. For assistance or questions in
completing forms email Marguerite Versher.

Check with Business Services for assignment of fund number.
The fund number serves to identify your project and expenditure
activities.

Complete CCSF personnel hiring forms. As soon as
the fund number is assigned to your grant, file personnel forms with
the appropriate offices, Human Resources and/or Office of
Instruction.

Handle personnel issues:

If applicable, go through CCSF hiring procedures by requesting info from

Human Resources

If applicable, complete any Professional or Limited Services
Contracts if hiring non-CCSF employee project support (consultant,
speaker, other vendor etc.)

If applicable, follow procedures for hiring students (with or
without FA work-study)

by contacting Student Employment.

Agreements and Sub-awards:

If your grant has a sub-award to other institutions/organizations, a
Sub-Recipient Agreement and Board Resolution or FIO is
required. (All agreements and most contracts over $2,000 require
FIO's). A fillable PDF of the Sub-Recipient Agreement hopefully
will be available soon. Four original signatures on the Agreement
will still be required, however, you may be able to email the
agreement and have award partners print, sign, and return via
regular or express mail. Please contact Marguerite Versher for
assistance with all Sub-recipient Agreements.

Accounting and Budget Management

BANNER access is available upon request to the Help Desk to
track grant expenditures. For faculty staff technical support
contact the Technology Learning Center (TLC) or the Help Desk.

It is strongly recommended that you track all expenditures,
in-kind, and matching funds with simple Excel spread sheets.
You may also request expenditure reports from the Grants Accounting
Office, however they do not track matching or in-kind
documentation.

Please Review Policies issued by the District
Business Office regarding contracts and purchasing via the Vice
Chancellor of Administration and Finance.

Complete all reports required by grantor. As soon as you receive
the reporting and invoicing requirements from funder, copy and notify
Marguerite Versher, Grants Resources and Management, for assistance.